SCRIBE Release Notes 2017.3.0

Vendor Only Attachment Access

We have some grants that provide vendors user accounts in SCRIBE in order to upload/download attachments at the instance, district, or school level.  In order to access attachments in SCRIBE, a user must have view sensitive info permission at the appropriate level.  This is required since an attachment could contain sensitive information concerning a student.  This same permission also controls whether the user can see the sensitive information concerning a student in SCRIBE as well.  Hence, the special vendor users could see sensitive information about the student in SCRIBE.

We have added a special flag to all attachments in order to set whether the attachment is a vendor specific attachment or not.  Users who have full access to attachments have the option to set the Vendor Download Access flag when uploading attachments in SCRIBE.  They can either select Yes – Vendors can download or No – Vendors can not download.  No – Vendors can not download will be selected by default.

Users who only have vendor access to attachments (Do not have ViewSensitiveInformation permission) will not have the option to set the Vendor Download Access flag.  All files for these users will be set to Yes – Vendors can download automatically.

Users who only have vendor access to attachments will only be able to view and download attachments that are flagged as Yes – Vendors can download.

A new role called VendorAttachmentAccess has been made available to all grants.  This role has the following permissions: VendorAccess, UploadAttachment, DownloadAttachment, and DeleteAttachment.  This role can be associated to a user at the Instance, District, and/or School level.  At the District and School levels the user must also have the View School permission/role assigned to them for the Districts and/or Schools the user needs to have access.

Additional vendor attachment access roles can be added upon request.  For example, a role can be created that allows the vendor user to upload attachments only.  Additional tighting of security in SCRIBE around vendor only users may be added in upcoming releases of SCRIBE.

Updated Business Rules for Adding Students

  • Previously, SCRIBE supported the idea of a parent or teacher could also be a student, this is no longer the case.  Any checking for existing students shall not include teachers or parents.
  • A Student Id is still required to be unique across the entire grant.  No two students in the grant can have the same Student Id.  Furthermore, a teacher and a student can now have the same Id.  For example, it is now possible that a teacher can have a Teacher Id of 123 and a student can also have a Student Id of 123.  Previously, this was not supported.
  • The Add Student permission will still require users to have the proper authority/permission/trust across entire grant since the check whether the student already exists is done across the entire grant.  This must be done to avoid duplicate students and maintain a history of enrollment for each student.
  • Last name will no longer be an option to check for existing students.  It is going to be assumed that if you have permission to add a student, you should have access to the student’s Student Id.  Student Id is now a required field to add a new student.

  •  If an existing student is found, SCRIBE will allow you to enroll that student.  Note, that if the student is already enrolled in the selected school/school year, you will simply be notified that you can not enroll the student twice at same school/school year.

  •  If no existing student is found with the provided Student Id, SCRIBE will allow you to add a new student.

Updated Business Rules for Adding Parents

  • Previously, SCRIBE supported concepts of siblings, parents of multiple students, and parents who were also teachers.  This will no longer be supported.  A family member can only be associated to 1 and only 1 student.  There will be no check for existing person records to associate to the student.
  • The Edit Student permission will still be required to add/edit parents/guardians of students.
  • Adding a new family member will be done through the Add New Family Member form which can be accessed from the Student Demographics Page | Family Tab – Add Button.

  • No two family members associated to a student can have the same first and last name combination.
  • Id is optional, but no two parents in the grant can have the same parent id.

Updated Business Rules for Adding Teachers

  • Previously, SCRIBE supported the idea that a parent could also be a teacher, this is no longer the case.  Checking for existing teachers shall not include parents.
  • A Teacher Id is still required to be unique across the entire grant.  No two teachers in the grant can have the same Teacher Id.  Furthermore, a teacher and a student can now have the same Id.  For example, it is now possible that a teacher can have a Teacher Id of 123 and a student can also have a Student Id of 123.  Previously, this was not supported.
  • The Add Teacher permission will still require for users to have the proper authority/permission/trust across entire grant since the check whether the teacher already exists is done across the entire grant.  This must be done to avoid duplicate teachers.
  • Teacher Id and Last Name will still be used to check for existing teachers.  Last name will still be required.

  • SCRIBE will attempt to find existing teachers by Teacher Id first across entire grant.  If an exact Teacher Id is not found, the Last Name will be used to attempt to find existing teachers.
  • If a teacher is found by the Teacher Id, the associate existing teacher to school/school year page will be displayed.

  • If a teacher is not found by Teacher Id match, SCRIBE will attempt to find existing teachers by Last Name and if 1 or more matches are found, a list of possible matches will be displayed and the user will be given the option to associate one of the existing teachers or create a new teacher.

  • If no existing teacher is found, SCRIBE will allow you to add a new teacher.

Reports and Exports

  • Student Identified Survey Results – Added user friendly column names for the questions/answer columns. Now show first 100 characters of Answer text + ” | ” + first 100 characters of the question text.  This replaces the Q#A# format.
  • Student Identified Survey Results –  Removed the Date Taken Column and replaced with the Start Date and End Date.  Shows both date and time for both new columns.  In addition, added Minutes to Complete column that calculates how long the survey taker needed to complete the survey.
  • Teacher Survey Results – Added user friendly column names for the questions/answer columns. Now show first 100 characters of Answer text + ” | ” + first 100 characters of the question text.  This replaces the Q#A# format.
  • Teacher Survey Results –  Removed the Date Taken Column and replaced with the Start Date and End Date.  Shows both date and time for both new columns.  In addition, added Minutes to Complete column that calculates how long the survey taker needed to complete the survey.
  • Open Survey Results – Added user friendly column names for the questions/answer columns. Now show first 100 characters of Answer text + ” | ” + first 100 characters of the question text.  This replaces the Q#A# format.
  • Open Survey Results –  Removed the Date Taken Column and replaced with the Start Date and End Date.  Shows both date and time for both new columns.  In addition, added Minutes to Complete column that calculates how long the survey taker needed to complete the survey.
  • Student/Parent Survey Results – Added user friendly column names for the questions/answer columns. Now show first 100 characters of Answer text + ” | ” + first 100 characters of the question text.  This replaces the Q#A# format.
  • Student/Parent Survey Results –  Removed the Date Taken Column and replaced with the Start Date and End Date.  Shows both date and time for both new columns.  In addition, added Minutes to Complete column that calculates how long the survey taker needed to complete the survey.
  • Goals and Objectives – Student Participation by Grade Level Overview (Service Type) report should now match the results of the equivalent details report.
  • Student Participation by Service Type Category report now includes the IEP, Gender, FARM, and Federal Ethnicity fields.
  • Student Participation by Service Type report now includes the IEP, Gender, FARM, and Federal Ethnicity fields.
  • Fixed issue where not all available grade levels appeared in the list for the grade level filter on Reports Filter page.
  • Student Group Export – Only schools user has view school permission at can now be selected in report filters.

Import Updates

  • Added ability to import “Is Homeless” and “Is in Foster Care” data elements in Student Update and Student Enrollment Imports.  If these fields are not available in your import configuration, please contact SCRIBE support.

Other defect fixes and improvements

  • Fixed school details breadcrumbs link on Family Members Details page.
  • Add Course – Possible duplicate course list view link now opens the course details page of the selected course.  It was redirecting to an invalid url which resulted in an error.
  • Editing Match Tracking (Personnel and Non-Personnel) description should now only allow 250 characters.  Previously, the form allowed more than the maximum 250 characters which resulted in an error.
  • Staff/Partner Match List – if the staff member or partner is associated to more than 1 program, SCRIBE will now require that the program be selected prior to showing the match data.  This was done to remove any confusion over which program’s match data is being shown.
  • Changing the program or removing the program on the Match Tracking Edit Partner form will no longer result in an error.

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